Research project administration
For leaders of Research projects
Forskningsprosjekt - prosess
- From abstract idea to concrete plan: Do you have an idea for a research project? Speak to your Head of Department as soon as possible. Discuss whether the idea is in line with the institute’s strategy. Points to discuss are:
a) whether an application is reasonable
b) where the application should be sent
c) any potential partners
Consider whether commercialization is part of the project. Also consider ethical issues.
- Research funds: Apply for external research funds
- Contact the support network:
a) Research advisor
b) Project economist
- Assign areas of responsibility before sending the application. Involve the administrative support network as early as possible. Write a work plan to describe the tasks that need to be completed by the deadline.
- Familiarise yourself with the guidelines applying to the program from which you wish to apply for funding. (e.g. Norges forskningsråd, Marie Curie eller Horisont 2020). The research advisor at the faculty can assist. See the page about research funds and where you can apply
- Clarify resource expectations: All partners need to agree on the following topics before the application is sent:
b) time allocated for research
c) Intellectual Property Rights/immaterial rights (IPR)
d) responsibility for staff and HES
Contact the project economist if you need assistance.
- Complete the check lists: Check lists for the Project Manager and the Head of Department are an obligatory part of the application.
- Collaboration: Contact your local IT support to get access to an eRoom and Sharepoint to ensure effective collaboration during the application process.
- Save a copy of the application: Send a copy of the application to the administrative support network to file the application.
- Allocation of funds: There is no guarantee that you will receive full funding. Contact local project support, alternatively the Head of Department to discuss if the project’s goals need to be adjusted based on allocated funds. You can also try to find additional funding.
- The contract: All externally financed projects need to be described in a contract. The Project Manager, the Head of Department, the project economist and the legal advisor should all be involved in negotiating the contract – establish contact early.
- The Research Council of Norway: Projects that involve the Research Council of Norway must have a contract between NTNU and the Research Council. In addition, there needs to be a cooperative agreement (a consortium’s agreement) between the partners of the project.
- Deadline for contract and agreements: Submit the contract and the agreements before the deadline. It is also important that you inform your support network about the deadlines.
- Template for contract: If NTNU is responsible for the contract, use NTNU’s contract template. The project economist can help formulate the contract. The support network must be involved in the deciding who signs the contract.
- Start-up meeting with project management and administration.
a) How is reporting organised? Who reports what/when?
b) Clarify HSE responsibility (risk assessment)
c) Work out a meeting schedule
d) Go through procedures for how working hours are registered (if obligatory)
e) Clarify whether job advertisements are necessary
- Project number: Contact your project economist to create a project number.
- Short term contracts: Procedures for hiring
Hiring own employees: NTNU cannot hire its own employees to perform assignments as tradespersons. The HR Executive Officer can assist you in these issues.
- Use of funds
- All project parties should have access to the project’s economy and use of resources. Transparency is important to avoid conflict when it comes to the use of resources.
- Follow NTNU’s regulations concerning procurement of scientific equipment. Contact the faculty’s procurement division if you have questions.
- The Head of Research and the researchers must be able to clarify their use of allocated funds.
- Contact your project economist if you have questions regarding the use of your allocated funds.
- Cooperation: Create an eRoom IT services can help you.
- Web site: Contact your webmaster if you wish to create a project web site.
- Status and changes: Inform and update the project economist on project status and project changes.
- Follow-up of contractual obligations: Ensure that someone is responsible for follow-up of the contractual obligations and that changes in the contract are dealt with. If the project has a steering committee, the NTNU representative on the committee and you as project leader are expected to follow up on the contractual obligations.
- Report progress: The project’s funding source may demand progress reports. The project leader is responsible for writing the reports, but the project economist can assist.
- Final report: Write a final report.
- Documentary evidence: Make sure to file all documents and save all relevant data.
- Results: Publish your results and register your publications in Cristin